Executive Admin & Notary Assistant – Hybrid Wilkes-Barre

AllOne Health Company; Northern (KY); Hybrid; USD 50,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k) with company match

Employee Assistance Program (EAP)

Diverse backgrounds considered

Job summary

AllOne Health in Wilkes-Barre, PA is seeking a full-time Administrative Assistant to keep day-to-day operations running smoothly, boost executive productivity, and coordinate cross‑department workflows in a hybrid office setting.

You will provide high‑level support to finance, operations, HR and senior leadership, manage complex calendars, arrange travel, prepare board materials, assist with onboarding, and protect confidential information with professionalism.

Qualifications

• 3+ years of administrative or executive assistant experience (preferably supporting senior leadership).
• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and general tech-savviness including the use of AI.
• Exceptional written and verbal communication skills.
• Highly organized with strong attention to detail and the ability to manage multiple priorities.
• Must be a Notary Public or willing to obtain certification shortly after hire (company-sponsored).
• Must have a reliable vehicle and a valid driver’s license.
• Running business-related errands, as needed. Mileage will be reimbursed.
• Ability to maintain strict confidentiality and professionalism.

Responsibilities

• Provide high-level administrative support to finance, operations, HR, and executive leadership based in our Wilkes-Barre office.
• Manage complex calendars, coordinate internal and external meetings, and handle scheduling logistics across departments.
• Prepare and edit correspondence, presentations, spreadsheets, and other executive-level documents.
• Assist with board-related materials, confidential documents, and sensitive communications.
• Coordinate travel arrangements, itineraries, and expense reports for executives as needed.
• Always maintain discretion and handle confidential information with absolute professionalism.
• Serve as a central point of contact for the Wilkes-Barre office and support general office operations.
• Organize files, maintain records, and support compliance-related documentation.
• Support onboarding processes for new hires, including coordination of materials and scheduling required sessions.
• Assist with special projects, research assignments, and cross-department initiatives.
• Act as an in-house Notary Public, handling notarization of corporate documents, benefits forms, HR paperwork, and other official materials.
• Coordinate courier needs and run light corporate errands (e.g., document drop-offs, banking, post office runs, supply pickup) as necessary.
• Support executive signature processes and maintain logs for notarized or executed documents.

Skills

Administrative/EA experience

Microsoft 365 proficiency

Notary Public

Excellent communication

Highly organized

Driver's license & reliable vehicle

Discretion & confidentiality

Tools

Microsoft 365 Suite

AI tools savvy

Job description

AllOne Health in Wilkes-Barre, PA is seeking a full-time Administrative Assistant to keep day-to-day operations running smoothly, boost executive productivity, and coordinate cross‑department workflows in a hybrid office setting.

You will provide high‑level support to finance, operations, HR and senior leadership, manage complex calendars, arrange travel, prepare board materials, assist with onboarding, and protect confidential information with professionalism.